FieldWise

Privacy Policy

Draft version 1.2 · Last updated: 7 July 2026

1. Purpose of this Privacy Policy

FieldWise Education is committed to protecting the privacy, safety, and security of students, teachers, schools, and website visitors.

This Privacy Policy explains how FieldWise Education collects, uses, stores, protects, manages, shares, exports, and deletes personal information across the FieldWise Education platform and related services.

This policy applies to:

  • the FieldWise Education public website;
  • FieldWise Core;
  • FieldWise teacher and school administration features;
  • FieldWise student fieldwork tools;
  • FieldWise subject applications;
  • future FieldWise applications and modules;
  • any future school-approved Learning Management System integrations;
  • any future school portal or cloud storage integrations;
  • waitlists, contact forms, early-adopter forms, and marketing communications; and
  • any related exports, reports, support services, or administrative systems operated by FieldWise Education.

FieldWise Education is designed for educational use. The platform supports teachers and schools to plan, deliver, assess, and archive fieldwork learning experiences.

Where FieldWise is used by a school or educational institution, the school remains responsible for determining how student and class information is used. FieldWise Education acts as a service provider and data processor, handling school data only for the purpose of delivering the FieldWise service.

2. FieldWise Platform Structure

FieldWise Education is built around three connected layers: the public website, FieldWise Core, and FieldWise subject applications.

The public website provides product information, app updates, early-adopter forms, contact forms, waitlists, and marketing information, and may collect limited contact information from those who choose to submit forms.

FieldWise Core is the central platform layer that manages the secure operation of the FieldWise ecosystem — teacher and school accounts, class groups, student profiles, fieldwork booklets, assessment records, synced evidence, exportable reports, dashboards, portfolios, and the secure connection between subject applications.

FieldWise subject applications are specialised learning tools that connect to Core — including FieldWise Geography, History, Science, Outdoor Education and Agriculture, and future applications. Each may collect different fieldwork evidence, but all follow the same privacy and security principles set out in this policy.

FieldWise is also designed to support future interoperability with commonly used Learning Management Systems, school portals, and cloud storage platforms (for example Google Classroom and Workspace for Education, Google Drive, Canvas, Microsoft Teams for Education and Microsoft 365, OneDrive, Schoology, Seesaw, Moodle, Schoolbox, and Compass School Manager). These integrations will only be enabled where technically available, school-approved, permission-based, and consistent with privacy and security requirements.

3. Information We Collect

FieldWise Education only collects information that is reasonably necessary to provide, operate, improve, secure, and support the FieldWise platform. The type of information collected depends on how a person interacts with FieldWise.

4. Information Collected from School Administrators and Teachers

Account information may include:

  • full name;
  • school-issued email address;
  • school name;
  • role or staff type;
  • account login and authentication information;
  • subscription or access status; and
  • support or communication history.

Class and teaching information may include:

  • class names, year levels and subject areas;
  • student groups and cohort lists;
  • excursion or fieldwork activity names;
  • learning tasks, assessment rubrics, teacher comments and feedback notes;
  • student portfolio approvals; and
  • exported assessment records.

Fieldwork management information may include:

  • fieldwork sites, meeting points and study-area boundaries;
  • teacher-created instructions and risk-related notes;
  • booklet, activity template and map settings; and
  • assessment and export settings.

5. Information Collected from Students

FieldWise Education recognises that student information requires a high level of protection, especially when students are minors. When students use FieldWise through a school, the information collected may include the following.

Student profile information may include:

  • student name or school-created identifier;
  • class group, year level and teacher-assigned group;
  • login or access code;
  • school-managed profile details; and
  • student role within a fieldwork activity, where used.

FieldWise aims to avoid collecting unnecessary personal information from students wherever possible.

Fieldwork evidence may include:

  • written responses, observation notes and survey answers;
  • checklists, data tables and environmental measurements;
  • field sketches, photographs and annotated images;
  • map pins and site observations;
  • digital booklet and reflection responses;
  • assessment evidence; and
  • audio or video evidence, if enabled in a future version.

Location and fieldwork metadata may include:

  • GPS stamps, location pins and study-site coordinates;
  • fieldwork boundaries and meeting points;
  • map annotations;
  • time and date of submission;
  • activity progress and sync status; and
  • device-generated activity metadata.

Location information is used only for educational fieldwork purposes — such as confirming where evidence was collected, helping teachers review site-based observations, supporting fieldwork mapping, and building portfolios. FieldWise does not use student location data for advertising, behavioural profiling, commercial tracking, or unrelated monitoring.

6. Information Collected from Website Visitors and Early Adopters

When a person visits the website, joins a waitlist, completes an interest form, or contacts FieldWise Education, we may collect:

  • name and email address;
  • school or organisation name;
  • role or position;
  • state, territory, or region;
  • subject and app interests (such as Geography, History, Science, Outdoor Education or Agriculture);
  • message content submitted through a contact form; and
  • communication preferences.

This information is used to respond to enquiries, provide product updates, manage early-adopter interest, and communicate with schools or educators who have chosen to hear from FieldWise Education.

7. Information Collected Through Future LMS, Portal, and Cloud Storage Integrations

In future versions, FieldWise may allow schools to connect FieldWise with school-approved Learning Management Systems, school portals, or cloud storage platforms. Depending on the integration, FieldWise may collect, access, export, or synchronise limited information required for the selected school workflow.

This may include:

  • teacher and school account information;
  • class names, student names or identifiers, and student groups;
  • assignment titles, fieldwork activity names and booklet names;
  • exported PDF reports and completed fieldwork evidence;
  • assessment records and teacher feedback;
  • file attachments and links to FieldWise activities or reports;
  • authentication tokens or permission records; and
  • sync status or integration logs.

FieldWise will only request access to information required for the selected educational purpose, and will not request unnecessary access to unrelated school files, student records, teacher data, or broader school systems.

8. How We Use Information

FieldWise Education uses collected information only for legitimate educational, operational, security, support, and communication purposes.

We may use information to:

  • provide access to FieldWise Core and subject applications;
  • allow teachers to create and manage fieldwork activities;
  • allow students to complete fieldwork booklets;
  • sync fieldwork evidence between student devices and teacher dashboards;
  • generate student portfolios and PDF exports;
  • support assessment and feedback workflows;
  • manage school accounts and subscriptions;
  • provide technical support and improve reliability and usability;
  • monitor system performance and security;
  • respond to enquiries and manage early-adopter or product update communications;
  • connect FieldWise with school-approved LMS, portal, or cloud storage systems where enabled;
  • export student work to teacher-selected school platforms;
  • support school-managed authentication where available; and
  • comply with legal, regulatory, contractual, or school obligations.

FieldWise Education does not use student data for advertising, commercial profiling, or unrelated analytics.

9. Data Storage, Infrastructure, and Security

FieldWise Education takes reasonable technical and organisational steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

FieldWise uses Supabase as its primary backend infrastructure provider for platform data, authentication, database storage, and synced records. Persistent platform data may include teacher accounts, class structures, student profiles, fieldwork evidence, assessment and portfolio records, exported reports, app settings, and the integration records required for the service to operate.

FieldWise aims to host school and student data in secure infrastructure located in Australia wherever technically and contractually available. Before deployment with schools, FieldWise will confirm the selected hosting region and inform schools of where data is stored. If data is stored, processed, backed up, or supported outside Australia, FieldWise will disclose this where required and take appropriate steps to protect the information.

FieldWise uses encryption and secure communication methods, including:

  • encryption in transit using secure HTTPS/TLS connections;
  • secure authentication processes;
  • encryption at rest where supported by the backend provider;
  • access controls for teacher, student, school administrator, and platform administrator roles;
  • restricted access to production systems;
  • secure storage of authentication tokens where required; and
  • monitoring for suspicious or unauthorised activity where technically available.

Because fieldwork often takes place where internet access is unreliable, the app may temporarily store student evidence on the device — field notes, photos, data tables, checklist responses, sketches, map pins, GPS stamps, booklet progress and assessment evidence — until a connection becomes available. When the device reconnects, this information is queued for secure synchronisation with Core, after which locally cached data may be cleared, reduced, or retained only as required for app functionality and school use.

Where FieldWise connects with an external LMS, portal, or cloud storage provider, those connections will be optional, permission-based, and limited to the data required for the selected workflow, and that provider’s own privacy policy and terms may also apply.

10. Student Data Protections

FieldWise Education applies strict protections to educational data:

  • No sale of student or teacher data — FieldWise does not sell, rent, trade, or monetise student, teacher, school, classroom, or fieldwork data.
  • No advertising profiles based on student, teacher, or school activity.
  • No third-party advertising trackers, behavioural advertising pixels, or commercial profiling tools in Core or subject applications.
  • Educational purpose only — student data supports fieldwork, assessment, portfolios, reporting, security, support, and secure platform operation.
  • Limited collection — FieldWise aims to collect the minimum personal information required.
  • Teacher and school control over how activities are assigned, reviewed, assessed, exported, archived, deleted, and shared.

11. Photos, Images, and Fieldwork Evidence

FieldWise may allow students to capture or upload photos and other evidence during fieldwork activities. Photos and images should be used for educational purposes only.

Teachers and schools are responsible for instructing students about appropriate image capture, including avoiding unnecessary photos of:

  • other students and members of the public;
  • private property and personal addresses;
  • culturally sensitive places and restricted locations;
  • vehicle number plates;
  • medical information and identity documents; or
  • anything unrelated to the learning task.

FieldWise Education may provide settings, guidance, or technical controls to help schools manage image-based evidence safely.

12. Location Information

Location information is used only where it supports the educational purpose of a fieldwork activity, for example:

  • marking a fieldwork observation site;
  • confirming the location of a sample;
  • mapping environmental change;
  • identifying a historical site;
  • recording a survey point;
  • defining a safe meeting location;
  • supporting teacher review of fieldwork evidence; or
  • helping students connect evidence to place-based learning.

FieldWise does not use student location information for advertising, unrelated tracking, commercial surveillance, or behavioural profiling. Where possible, location collection should be controlled by the teacher, the school, or the activity design.

13. Future LMS and School System Integrations

FieldWise Education is designed to support future interoperability with commonly used Learning Management Systems, school portals, and cloud storage platforms — such as Google Classroom and Workspace for Education, Google Drive, Canvas, Microsoft Teams for Education and Microsoft 365, OneDrive, Schoology, Seesaw, Moodle, Schoolbox, and Compass School Manager.

These integrations may let teachers and schools connect FieldWise activities with existing workflows — importing class lists, sharing fieldwork tasks, exporting completed work, sending assessment evidence to an LMS, attaching PDF reports to assignments, storing files in school-approved cloud storage, supporting school-managed authentication, returning work to a teacher dashboard, and archiving assessment evidence.

FieldWise will only enable such integrations where they are technically available, school-approved, and consistent with privacy, security, and educational data protection requirements. FieldWise will not use LMS integrations to sell, monetise, profile, or advertise to students.

Before enabling any third-party integration, FieldWise Education will aim to provide schools with clear information about:

  • what data is shared and why;
  • which external provider receives the data;
  • whether the connection is optional and what permissions are required;
  • whether data is read-only, exported, or synchronised;
  • whether FieldWise stores authentication tokens;
  • how the integration can be disabled, where possible;
  • how deletion, access, correction, and retention requests are handled; and
  • whether any data may be processed outside Australia by the connected provider.

14. Data Sharing and Third Parties

FieldWise Education does not disclose personal information to third parties except where necessary to provide and secure the FieldWise service, comply with legal obligations, or act under school instructions.

Third parties may include:

  • secure cloud infrastructure and authentication providers;
  • email or communication providers;
  • website hosting providers;
  • school-approved LMS, cloud storage and portal providers;
  • analytics tools used for website performance, where applicable;
  • technical support services;
  • legal, compliance, or security advisers; and
  • government, regulatory, or law enforcement bodies where legally required.

FieldWise Education will not allow third-party service providers to use school or student data for their own advertising, marketing, behavioural profiling, or unrelated commercial purposes.

15. Marketing Communications

FieldWise Education may send product updates, early-adopter information, launch announcements, or educational content to people who have voluntarily joined a mailing list, completed a waitlist form, or contacted FieldWise Education. Recipients may unsubscribe at any time.

Student data is not used for marketing, is not added to marketing lists, and is not shared with advertisers.

16. Data Retention

FieldWise Education retains personal information only for as long as reasonably necessary to provide the service, meet school requirements, support assessment records, comply with legal obligations, resolve disputes, maintain security, or meet contractual obligations. Student fieldwork evidence and portfolios may be retained for the duration required by the school or educational institution.

Retention periods may vary depending on:

  • school account settings and subscription status;
  • assessment requirements;
  • legal or regulatory obligations;
  • backup and recovery processes;
  • deletion requests and LMS export settings; and
  • school archive and data retention policies.

17. Data Portability, Export, and Deletion

Schools own and control the student and class data they create or manage within FieldWise.

School administrators or authorised representatives may request:

  • export of class data, student portfolios, assessment records, fieldwork evidence, or PDF reports;
  • deletion of student records, class groups, teacher accounts, or school accounts;
  • disconnection of LMS integrations and revocation of integration tokens, where technically possible; or
  • closure of a school subscription.

Upon valid request, FieldWise Education will delete, anonymise, or return relevant data in accordance with the school’s instructions, contractual requirements, legal obligations, and reasonable technical limits. Some data may remain temporarily in secure backups or logs before deletion through normal backup rotation. Where work has been exported to an external system, deletion from that system may need to be managed through the school’s account or the external provider.

18. Account Termination

If a school ends its subscription or requests account closure, FieldWise Education will take reasonable steps to:

  • disable access to the school account;
  • provide an opportunity to export relevant records, where applicable;
  • delete or anonymise student and class data;
  • remove teacher access credentials;
  • disconnect school-approved integrations and revoke stored tokens where technically possible; and
  • complete data deletion in line with agreed retention and backup procedures.

FieldWise may retain limited administrative, billing, legal, or security records where required.

19. Access and Correction

Schools may request access to or correction of personal information held in FieldWise. Teachers, students, parents, or guardians should usually direct requests about student records to the relevant school, because the school controls the educational record.

FieldWise Education will assist schools with reasonable access, correction, export, and deletion requests where technically possible and legally appropriate. Where information has been exported to an external system, those requests may also need to be managed through that platform or the school’s own systems.

20. Data Breaches and Security Incidents

If FieldWise Education becomes aware of a data breach or security incident involving personal information, it will take reasonable steps to:

  • contain the incident;
  • assess its nature and seriousness;
  • identify affected data and users;
  • identify whether any connected LMS, portal, or cloud storage system is involved;
  • notify affected schools where required and support them in meeting their own notification obligations;
  • remediate the issue;
  • review relevant access controls, integrations, and permissions; and
  • improve safeguards to reduce the risk of future incidents.

Where required by law, FieldWise Education will support notification to relevant regulators or affected individuals.

21. Children and Young People

FieldWise Education is designed for use in school environments where students may be children or young people.

FieldWise aims to protect student privacy by:

  • limiting the collection of student information;
  • avoiding advertising and commercial profiling;
  • using data only for educational purposes;
  • supporting school-controlled accounts;
  • protecting fieldwork evidence and restricting access to authorised users;
  • providing deletion and export options for schools;
  • limiting future integrations to school-approved systems; and
  • designing features with student safety and privacy in mind.

Where parental or guardian consent is required, the school is generally responsible for managing that consent as part of its own policies, enrolment, excursion, technology-use and digital platform approval processes.

22. International Data Processing

FieldWise aims to use Australian-hosted infrastructure for school and student data wherever technically and contractually available. However, some third-party providers, support systems, LMS platforms, school portals, cloud storage providers, authentication systems, or technical services may process or store information outside Australia.

Where this occurs, FieldWise Education will take reasonable steps to ensure that personal information is protected and that schools are informed where required. Schools should also review the privacy and data-processing terms of any external systems they choose to connect with FieldWise.

23. Changes to This Privacy Policy

FieldWise Education may update this Privacy Policy from time to time as the platform develops, new subject applications are released, legal requirements change, integrations are added, or security practices improve. When significant changes are made, FieldWise Education will update the policy date and, where appropriate, notify schools or account holders.

24. Contact

Questions about this Privacy Policy or FieldWise Education’s handling of personal information can be directed to:

FieldWise Education
Email: benjamen.holley@fieldwiseeducation.com.au
Website: www.fieldwiseeducation.com.au

This policy is a current draft (v1.2). We recommend a final review by legal counsel against the Australian Privacy Act / APPs — and COPPA if used in the US — before public launch.